Team Orientation Coordinator

From AFSWiki

The Team Orientation Coordinator is responsible for the coordination and management of AFS participant, host and natural family orientations. The Team Orientation Coordinator oversees the planning, staffing, and delivery of all Team-wide orientations, and monitors implementation of local orientations within the Team. The Team Orientation Coordinator works with other volunteers and staff in order to best prepare program participants and their families for a quality AFS experience.

Contents 1 Time required 2 Competencies Required 3 Training 4 Works with 5 Responsibilities 6 Benefits 7 Steps to ensure a successful orientation 7.1 For Arrival orientation (and perhaps Post-Arrival Orientation if needed) 7.2 Follow-up for Arrival Orientation 7.3 For Post-Arrival Orientation 7.4 Follow-up for Post-Arrival Orientations 7.5 For Pre-Departure Orientation 8 See Also

Time required

• on average 5 hours per month
• Length of service: ideally two years, the first year in training with a mentor and the second year acting as a mentor to a successor

Competencies Required

• Well organized
• Excellent relationship and team-building skills (negotiating, mediating, recognizing others, problem-solving)
• Abilility to train other volunteers
• Keeps commitments
• Effective at task delegation
• Comfortable with “big-picture” thinking
• Passion for the AFS mission

Training

• Participation in national or regional conferences or training events
• Attend the AFS “Training of Trainers”
• Ongoing support from Regional Service Center and National Service Center
• Peer-to-peer training and/or mentoring available

Works with

• Staff
  • Regional Hosting, Sending, and Support Staff
• Volunteer
  • Team Leadership
  • Local/Chapter volunteers involved in orientations

Responsibilities

• Ensure that at least the minimum prescribed orientation is provided to each hosted student, host family, sending student, and natural family in the Team
• Develop and implement a plan to provide all prescribed orientations for program participants in the Team. Please note, the Orientation Coordinator is not responsible for facilitating or running the orientations, but rather finding individuals who will do so.
• Develop an annual master calendar of all orientation activities taking place at the Team and local level, and distribute to Regional Service Center and appropriate volunteers
• Oversee the timely distribution of all orientation materials
• Ensure that all key orientation providers receive training: a) an initial training for new facilitators and b) a refresher session for previous facilitators
• Develop productive working relationships with local team volunteers and monitor local orientation activities to ensure quality delivery of orientation services
• Evaluate orientation activities and make recommendations to the Team

• Notify Portland/region of Chair and request supplies well in advance of each orientation; (separate lists for each type of orientation can be generated)
• Determine time, place, events, and responsible persons for each;
• Make sure all sign-in sheets are signed and returned to the proper Regional office.

Benefits

• Develop lifelong relationships with volunteers, staff, and participants
• Share the power of the AFS mission with many communities, individuals and families
• Enhanced knowledge and understanding of other cultures and the impact on the American perspective
• Play a leading role in developing AFS as a strong international education organization serving local and regional parts of the country

Steps to ensure a successful orientation

For Arrival orientation (and perhaps Post-Arrival Orientation if needed)

Well in advance of arrival:

1. Identify and Confirm Arrival Families; find substitutes as needed.
2. Send Arrival Families:
   • Dates for hosting, dates for training/orientation if it is being offered;
   • Job descriptions/expectations;
   • Financial Report form;
   • Student contact reporting form (info provided by Arrival Family is posted to Global Link as a first contact) to be completed and sent to designated person.
3. Assign students to Arrival Families
4. Plan activities following AFS Leader’s Guide

Follow-up for Arrival Orientation

1. Prepare financial accounting of event:
   • Reimbursement to Arrival Families ($10/day/student)
   • Reimbursement to Friday night families
   • Expenses for place/room
   • Expenses for supplies
   • Expenses for food
2. Summarize Student/Volunteer Evaluations and send to Regional Office
3. Prepare report for Team

For Post-Arrival Orientation

Well in advance:

1. Identify those out of town students who need Friday night housing;
2. Arrange for Friday night stays when needed for out-of-town students
3. Plan activities following AFS Leader’s Guide

Follow-up for Post-Arrival Orientations

1. Prepare financial accounting of event:
   • Reimbursement to Arrival Families ($10/day/student)
   • Reimbursement to Friday night families
   • Expenses for place/room
   • Expenses for supplies
   • Expenses for food
2. Summarize Student/Volunteer Evaluations and send to Regional Office
3. Prepare report for Team
4. Send Friday night hosting fam. Financial Report form and follow-up thank you;

For Pre-Departure Orientation

In advance:

1. Notify/invite/inform AFS students and their natural families re Orientation
2. A “Save the Date” early reminder is useful;
3. Include in invitation:
   • This is a required AFS activity;
   • What to bring;
4. Time and place;
   • Activities to anticipate;
   • Meals/snacks that will/not be provided;
5. Plan activities following AFS Leader’s Guide
6. Follow-up for Sending Student Orientations

See Also

• Signing Authority